Cost Centres & Divisions

Managing cost centres and divisions for clients

Cost Centres

The Clients / Cost Centres tab lists the cost centres used by the client.

A cost centre can be stored against quotes and contracts.

Once a cost centre has been used elsewhere in the system, the record cannot be deleted from this screen.

Invoices are sorted, grouped, and sub-totalled by cost centre.

Cost centres can be used as a filter in the Contracts / Search screen, as well as in many Administration / Reports and Reporting / Standard Reports.

Clients / Cost Centres operates independently from Clients / Divisions.

Quotes

You can require the Quotes / Contract → Cost Centre field to be populated for a client.

If a cost centre is not entered, the user is alerted and must select a valid entry before saving the quote.

To enforce this, enable Cost Centres Mandatory in:

Clients / Quote Defaults

Contracts

Each time a vehicle changes to a new cost centre, create a:

Contracts / Events → Cost Centre Change record

Field Descriptions

Field	Type	Description
Rubbish Bin (**)	Checkbox	Enabled only if the cost centre is unused. Tick to enable Delete.
Description	Text	Cost centre name (links to edit screen)
Active	Num	Number of active vehicles using this cost centre
Suspended	Num	Number of suspended vehicles using this cost centre
Booking	Num	Number of booking records using this cost centre
Quotes	Num	Number of quotes using this cost centre
Status	List	Active / Inactive. Inactive cost centres cannot be selected in quotes or events

Using the Cost Centre

A cost centre is considered “used” if it appears in any of the following:

Contracts / Events
Clients / Events
Bookings
Quotes / Contract

This includes historical usage, not just current allocation.

This prevents deletion of cost centres that are still required for reporting (e.g. Cost Detail and Cost Summary reports).

Output Options

You can export cost centres to XLS or CSV.

If Clients / Cost Centre is disabled:

Client Code
Client Name
Cost Centre

If enabled:

Client Code
Client Name
Cost Centre
Client Manager
No of FTEs
Site Visits
Name
Job Title
Phone
Email
Address fields
Comments

API Access

A list of cost centres can be retrieved via:

getClientCostCentres

System Configuration

The Clients / Cost Centre tab may be hidden and controlled via:

gbrolerestrictions

Contact Catch-e Support to enable access.

Cost Centre Detail Screen

This screen stores additional information for reporting purposes only.

Field Descriptions

Field	Type	Description
Cost Centre	List	Select or auto-populated cost centre
Client Manager	List	Assigned user
No of FTEs	Num	Full-time equivalent staff
Site Visits	Num	Required site visits
Contact	Text	Contact name
Job Title	Text	Contact role
Phone	Num	Contact phone
Email	Text	Contact email
Interests/Comments	Text	Additional notes

Screen Availability

This screen is hidden by default and can be enabled via:

Catch-e Support
gbrolerestrictions configuration

Contact:
support@catch-e.com.au or +61 03 9017 3520

Divisions

Divisions are used to categorise client records separately from cost centres.

They can be used in:

Quotes / Contracts
Contracts / Search filters
Reporting / Standard Reports

Divisions operate independently from cost centres.

External Users

Divisions can restrict visibility for external roles such as:

fleetmanager
fleetmanagerro
groupmanager
package_employer

Configuration required via Account Manager.

Field Descriptions

Field	Type	Description
#	Checkbox	Select division to edit/delete
Description	Text	Division name
Active	Num	Active vehicle count
Suspended	Num	Suspended vehicle count
Status	Text	active / suspended / not used / deleted

Action Buttons

Button	Description
Edit / Add	Create or rename division (only “not used” records)
Delete	Removes division (only if not used)

Cost Centre Change

Cost centre changes are recorded via:

Contracts / Events → Cost Centre Change

This ensures reporting accuracy over time.

Behaviour Rules

New quotes inherit cost centre into contracts
Date field may be blank on initial assignment
Multiple cost centres can be allocated with percentages
Used for reporting and cost allocation only

Multiple Cost Centres

Stored in fmcontractcostcentreallocations
Used for cost reporting only
Other reports use the latest cost centre entry

Date Logic

When a new cost centre is added:

Previous cost centre end date = day before new entry
New entry becomes active from its date forward
If no date is supplied, it applies for full contract duration

Allocation Rules

Default allocation = 100%
Multiple cost centres must total 100%
Under/over allocation creates balancing entries automatically
Affects Cost Report only